---
title: "Bulk Edit Users Page"
slug: "bulk-edit-users-page"
description: "Edit multiple R365 user records simultaneously from the Bulk Edit Users page. Select users, update available fields, and apply bulk changes."
updated: 2026-07-16T08:00:00Z
published: 2026-07-16T08:00:00Z
canonical: "docs.restaurant365.com/bulk-edit-users-page"
stale: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Bulk Edit Users Page

The Users page offers [bulk editing](/doc/docs/bulk-edit-users-page) for many fields, including active status, locations, user roles, and report roles, allowing administrators to quickly update multiple users and fields simultaneously.

To update a single user’s details directly without opening the full [user record](/doc/docs/user-record), learn more about [inline editing](/docs/bulk-edit-users-page#inline-editing).

API Managed UsersFor [API-managed users,](/doc/docs/api-managed-users) editability is controlled by the setting on the [API User Permissions tab](/doc/docs/api-user-permissions-tab) of the [Security & Permissions page.](/doc/docs/security-permissions-overview-security) When this setting is disabled, API-managed user records are read-only and cannot be edited.

---

## Security

Users must have the following permissions to use bulk editing on the Users page.

- Administration → Users →
  - **Edit Users in Bulk**
  - **Edit Users** (required by Edit Users in Bulk)

> [!WARNING]
> **Permission dependency**
> 
> The **Edit Users in Bulk** permission requires **Edit Users**.
> 
> - Enabling **Edit Users in Bulk** *without* **Edit Users** active automatically enables **Edit Users**.
> - Disabling **Edit Users** automatically disables **Edit Users in Bulk**.
> 
> Both changes are confirmed with an on-screen notification. Roles that already had **Edit Users** when this feature was enabled were automatically granted **Edit Users in Bulk**.

---

## Bulk Editing

Follow the steps below to edit the multiple user records at the same time:

*Click steps to expand for additional information and images.*

****1)** Click the **bulk edit checkbox** to select all the records that will be updated.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XKJ2ZK40.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)

****2)** Click the **Edit** icon ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XT9HAGVB.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D) on the action bar.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ETMLOT0Z.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)

****3)** Select the field(s) to edit from the **Bulk edit** wizard.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5UO98VPF.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)

> [!NOTE]
> **Multi-select fields replace existing values**
> 
> For **User Roles**, **Report Roles**, **Locations**, and **External Locations**, selecting a value during bulk edit **replaces all existing values** in that field for every selected user.
> 
> - **Example:** If two users each have Location 1 and Location 2, and only Location 3 is selected in Locations, both users will have Location 3 as their only location after the update — Location 1 and Location 2 are removed.
> 
> Fields left **blank** during the bulk edit are not changed, and **existing values** in those fields are **preserved**.

- ****Status****

Mark all selected employees **Active** or **Inactive.**

  - Active - The user will be able to access the system
  - Inactive - The user will **not** be able to access the system

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CWTFA5V3.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)

> [!WARNING]
> Marking users **Inactive** will automatically remove all of their assigned **user roles** and **report roles**.
> 
> Learn more about deactivating users and the [User Deactivation Checklist](/doc/docs/user-deactivation-checklist). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EA7JUKF4.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)
- ****User locations****

**a.** Select an assignment type to filter the available locations **b.** Search to filter for specific characters **c.** Select the locations to assign to the selected users — the checked locations will replace all existing location access for those users **d.** Uncheck locations or click the gray X icon next to the location in the ‘Selection’ section to remove location access from the selected users **e****.** Click 'Clear all' to clear all selections — if no locations are selected, this field will not be updated on submit and existing location access is preserved **f.** Click ‘Confirm’ to apply the updates or ‘Cancel’ to exit without saving ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PU3BIGDI.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)
- ****Default location****

Select a location from the dropdown menu.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-86H4TP6Y.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)
- ****External locations****

**a.** Select an assignment type to filter the available locations **b.** Search to filter for specific characters **c.** Select the locations to assign to the selected users — the checked locations will replace all existing location access for those users **d.** Uncheck locations or click the gray X icon next to the location in the ‘Selection’ section to remove location access from the selected users **e.** Click 'Clear all' to clear all selections — if no locations are selected, this field will not be updated on submit and existing location access is preserved **f.** Click ‘Confirm’ to apply the updates or ‘Cancel’ to exit without saving

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VGK0RQQ8.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)
- ****User roles****

**a.** Type in the ‘User roles’ field to filter roles for the entered characters **b.** Click 'Select all' to select all available roles — selected roles will replace all existing role assignments for those users **c.** Click 'Clear all' to clear all selections — if no roles are selected, this field will not be updated on submit and existing role assignments are preserved **d.** Click checkboxes to select the roles to assign — the checked roles will replace all existing role assignments for those users ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-T8USK3H1.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)
- ****Report roles****

**a.** Type in the ‘Report roles’ field to filter roles for the entered characters **b.** Click 'Select all' to select all available roles — selected roles will replace all existing role assignments for those users **c.** Click 'Clear all' to clear all selections — if no roles are selected, this field will not be updated on submit and existing role assignments are preserved **d.** Click checkboxes to select the roles to assign — the checked roles will replace all existing role assignments for those users

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EQSFSJUY.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)

****4)** When all fields have been edited, click the **Update** button.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VCE8R42E.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A06%3A23Z&se=2026-10-29T05%3A06%3A23Z&sr=c&sp=r&sig=0fB8SNt%2Fx7H9qoUF2qSTx2B6rrm9mT4NiMkIYr4lGh4%3D)

****5)** Review the confirmation dialogue.**

- The system will notify whether **all**, **some**, or **none** of the updates were successful.
- The notification will include **error details** for the validation failure when any updates are not successful.
  - Learn more about [**bulk edit validation failures**](/doc/docs/bulk-edit-users-page#bulk-edit-error-details) below.

---

## Bulk Edit Validation Failure

A **bulk edit validation failure** occurs when the system blocks one or more selected users from being updated because the attempted changes would break access, status, or data rules. Any remaining users that pass validation are still updated.

Bulk edits can fail fully or partially when the attempted change would:

****Assign Roles to Inactive Users****

Inactive users do not have access to R365 and cannot be assigned roles.

- If **all** selected users are inactive, the whole bulk edit fails.
- If only **some** selected users are inactive, those are skipped and the rest are updated.

****Edit Restricted Fields for AP Data Entry Users****

R365 **AP Data Entry Users** have **limited editable fields**. Only **User Locations** and **Default Location** can change.

Bulk edits fail for Data Entry Users when the update includes:

- **Active Status**
- **User Roles**
- **Report Roles**

Other selected users that are not Data Entry Users can still be updated successfully.

Learn more about the [AP Data Entry user role](/doc/docs/user-roles-r365-user-role-descriptions#ap-data-entry).

****Change Access Beyond User’s “Grant Access Up To My Level” Permissions****

The **grant-access-up-to-my-level** rules apply to bulk edits in the same way as individual edits. The acting user cannot **add, remove, or change access** for another user in a way that includes any permission or scope the acting user does not personally have.

Examples:

- A bulk edit cannot remove a role from another user if that role includes access the acting user does not hold.
- A bulk edit cannot assign roles or locations that are outside the acting user’s allowed access.

If the end result of the bulk edit would violate this rule for a specific user, **that user’s entire update fails**, even if other fields in the same attempt would have been valid.

Learn more about [managing access to security and permissions](/doc/docs/manage-access-to-security-and-permissions) and the [grant access override](/doc/docs/manage-access-to-security-and-permissions#grant-access-override) setting.